1. Financial Reporting Tools BTFA02 The Florida State University Controller’s Office Presents:

2. Overview OMNI Monthly Ledgers OBI Reports Queries

3. OMNI Monthly Ledgers Official University ledgers Generated monthly (static) Navigation – Reporting Tools > Report Search Page

4. OMNI Monthly Ledgers Departmental Ledger Summary Excel format Organized by Budgetary Account Provides Budget, Encumbrance and Actual balances Report name is not “Departmental Ledger Summary” on search page

5. OMNI Monthly Ledgers Departmental Detail Ledgers PDF format Six separate reports: 1.Department Cash Journal Report 2.Department Outstanding Encumbrances Report 3.Department Expense Journal Report 4.Department Liabilities Journal Report 5.Department Other Assets Journal Report 6.Department Revenue Journal Report Two versions of each – organized by Department or by Project Reports include all University departments

6. OBI Reporting What is OBI? Oracle Business Intelligence – A web-based system that provides reporting of OMNI information Data warehouse tool – A separate database for reporting & analysis Database – A structured collection of records or data stored in a computer system Data from certain tables in OMNI “production” database uploaded to OBI warehouse each night (so data in OBI is generally one day old) Numerous reports available On demand Includes OBI versions of OMNI Departmental Ledgers Can run reports for current period (unlike OMNI) Link to OBI from OMNI Portal Page

7. OBI Reporting Departmental Ledgers Just like OMNI Ledgers but can be run for the current period on an on-demand basis Six versions available Auxiliary (AUX) E&G (EG) Carryforward (CF) Sponsored Projects (CG) Cost Share (CS) Capital Projects (CAP) Detail and Summary Ledgers Detail Ledgers include all transaction types Users are able to save search settings

8. OBI Reporting Transaction Details Report Same data as Departmental Detailed Ledgers Downloadable to Excel Ideal for electronic General Ledger reconciliations Searchable at Optional Chartfield level Separate report by transaction type (just like OMNI Detail Ledgers) Customization Options

9. OBI Reporting Trend Ledger Report Revenue and Expense Totals As of Accounting Period entered Two types of reports 3 Year Trend Ledger Report of totals through the period run compared to the totals from the prior two fiscal years (through the same period) Excellent tool for management Month Trend Ledger Includes monthly totals for the fiscal year, through the period selected Excellent tool for ledger reconciliations to spot large changes in accounts, atypical/unusual balances, items obviously coded to inappropriate accounts, etc.

10. OBI Reporting Other Useful OBI Reports Available Balance – Budgetary report HR-GL Detail – A detail of payroll transactions by Pay Period or Journal ID OMNI Security A detail of OMNI security roles by Department and/or Employee Good tool for departments to use to help ensure sound internal controls Online Tutorials available on OMNI Training siteOMNI Training site OBI Analysis allows user to create and save their own OBI reports OBI Analysis

11. Queries A query is an “ad hoc” request of information from a database Ad hoc – Literally = “for this” Unlike “canned” reports in OMNI/OBI, queries can be created to pull any specific, customized information required by the user OMNI has two separate databases Financials Human Resources Every time a transaction is entered on the front end of OMNI, that data is stored in a table in one of these databases Queries allow those users with proper security to directly access the data in these tables based on the criteria entered

12. Which queries should I use? Controller’s Office’s Departmental queries Categorized by area FSU_DPT DEPARTMENT folder Complete listing available on Controller’s Office websiteController’s Office website Other central offices’ query listings Purchasing Sponsored Research – SRAS folder in Query Viewer Human Resources If none of these queries provide the information you need, contact the appropriate central office

13. How do I run a query? Query Viewer tool in OMNI Navigation: Reporting Tools > Query Viewer Tutorials available

14. Reporting Tool Pros & Cons Reporting ToolPro(s)Con(s) OMNI Ledgers OfficialNot always available Report formatDetail Ledgers OBI Ledgers Always available Not totally “live” Detail reports Queries Live/Up to dateNot in report format SpecificWhich one?

15. Contact Information Lauren Barrett– Quality Assurance lmbarrett@fsu.edu 645-8611 Paul Harlacher – University Business Administrators pharlacher@admin.fsu.edu 644-6972 Slides available at: http://controller.vpfa.fsu.edu/Training-Job-Aidshttp://controller.vpfa.fsu.edu/Training-Job-Aids